The English Delegation of Josephites

Grievance Policy 

1. Introduction

This policy outlines the procedure for members of the English Delegation of Josephites to raise grievances related to their work, relationships with other members, or any aspect of their life within the community. 

The goal is to resolve concerns fairly, promptly, and with respect for all parties involved, maintaining the unity and spiritual integrity of the delegation.

2. Principles

The grievance process is based on the following principles:

Confidentiality: All discussions and records will be handled with discretion and shared only on a need-to-know basis.

Fairness and Impartiality: Every grievance will be investigated thoroughly and without prejudice.

Promptness: Grievances should be addressed and resolved in a timely manner.

Protection against Retaliation: No member will face negative consequences for raising a genuine grievance.

Subsidiarity: Issues should be resolved at the lowest appropriate level, beginning with direct communication where possible.

3. Scope

This policy applies to all members of the English Delegation of Josephites and any individual who feels he/she has a grievance against the English Delegation of Josephites
It covers grievances concerning:

Interpersonal Conflicts: Disagreements, bullying, or harassment among members.

Community Life: Issues related to living arrangements, communal duties, or policies.

Spiritual and Pastoral Matters: Concerns about spiritual direction, ministry assignments, or pastoral care.

Administrative and Financial Decisions: Disputes over the management of delegation resources or administrative actions.

4. Grievance Procedure

Step 1: Informal Resolution

The first step is always to seek an informal resolution. If a member has a grievance, he/she should, if comfortable, approach the person with whom he/she has a conflict directly to discuss the issue. Often, a simple conversation can clear up misunderstandings.

Step 2: Formal Grievance

If an informal resolution is not possible or appropriate, the member should submit a formal grievance.

Submission: The grievance must be submitted in writing to the Superior of the English Delegation of Josephites. The document should include:

The name of the grievant 

A clear and factual description of the grievance.

The name(s) of the person(s) involved.

Any relevant dates, times, or locations.

A record of any previous attempts to resolve the issue informally.

The desired outcome.

Acknowledgement: The Superior of the English Delegation of Josephites will acknowledge receipt of the written grievance within five working days.

Investigation: The Superior of the English Delegation of Josephites will then appoint a suitable individual or a small committee to investigate the matter. This may involve meeting with all parties involved, gathering relevant information, and reviewing any documentation. The investigator(s) will maintain strict confidentiality throughout the process.

Meeting: A meeting will be arranged with the grievant to discuss the findings of the investigation and propose a resolution. The grievant may be accompanied by a trusted confrere for support.

Step 3: Appeal
If the grievant is not satisfied with the proposed resolution, he/she may appeal the decision.
Submission: 
An appeal must be submitted in writing to the Superior of the English Delegation of Josephites within ten working days of receiving the initial decision. 

The appeal document should clearly state the grounds for the appeal and provide any new information not considered in the initial investigation.

Review: 
The Superior of the English Delegation of Josephites will forward the appeal to a higher authority, such as the General Superior or a designated external body. 

This authority will review the original decision and may conduct a further investigation if deemed necessary.

Final Decision: The decision of this higher authority will be final and binding.

5. Roles and Responsibilities

The Grievant: The member raising the grievance has a responsibility to act in good faith, provide accurate information, and participate in the process constructively.

Superior of the English Delegation of Josephites: The Superior is responsible for overseeing the process, ensuring it is fair and timely, and appointing impartial investigators. He must also ensure that confidentiality is maintained.

Investigator(s): The investigator(s) must conduct a thorough and objective inquiry, documenting all findings, and making a recommendation based on the evidence.

6. Documentation

All records related to a grievance, including the initial complaint, investigation reports, and final decisions, will be kept in a secure and confidential file. These records will be retained for a period of seven years and then destroyed, unless there is a legal or canonical reason to keep them longer.

Review

This policy is owned by the secretary to the Trustees of the English Delegation of Josephites.
It was last reviewed on 08 August 2025
It will next be reviewed on 4 September 2026